Executive Administrative Assistant
Found in: Appcast Linkedin GBL C2 - 2 weeks ago
Job Title : Admin Specialist
Location : Chicago, IL 60607 , USA.
Supplier Name: Accede Solutions
Job Location : Hybrid 2 remote 3 Days Onsite.
Duration : 3 months + Contract to hire (Full-time) Permanent.
Shift : Start 8:00 AM in Morning (40hrs/ week)
Must have recent experience Directly support to C level, VP's or Director.
Responsibilities:
- Calendar and Schedule Management: Proactively manage the day of the Executive(s), resolving conflicts, coordinating, anticipating, strategizing, and prioritizing to ensure an effective time management approach.
- Advanced Planning, Preparations& Research: Anticipate pre-meeting needs by conducting research and preparing materials to support the executive's preparation. May involve coordinating prep calls, meetings, logistics coordination between leaders/teams, etc., and possibly creating or drafting materials if needed.
- Meeting Scheduling & Logistics: Coordinate in-person, hybrid, and virtual meeting arrangements with internal and external audiences including conference calls with Teams, Zoom, or Webex.
- Travel Arrangements: Manage travel arrangements, ensuring obligations are strategically prioritized, and prepare, reconcile, and submit expense reports in a timely fashion.
- Expense Reporting: Prepare, reconcile, and submit expense reports in a timely fashion, and according to expense policies.
- Communications, Correspondence& Materials: Prepare, compose, and/or edit documents (agendas, minutes, notifications, etc.), communications, presentations, and other communication materials. Manage communications with third parties regarding scheduling needs and expectations.
- Meeting Facilitation: Collaborate with team leaders to plan and facilitate leadership and team meetings, including preparing materials, taking notes, and following up on action items.
- Efficiency Enhancement: Optimize day-to-day operations for Executive(s) and self, seeking to increase efficiency, and organization.
- Employee Engagement: Provide leadership in coordinating employee engagement activities within the department and within the enterprise Administrative Services group.
- Customer Relations: Develop positive rapport with internal and external customers and serve as a trusted sounding board to the Executive(s). Serve as liaison for other teams; resolves basic inquiries regarding department policies and activities. Collaborate with other assistants to facilitate communication and ensure efficient information flow within the business area and across the enterprise.
- Other / Special Projects: Provide project-based support to assigned function or area by managing and prioritizing tasks along with participating in special projects. May assist and coordinate some onboarding activities for department.
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